Inventory Receipts

This help topic is applicable to the following TireMaster applications:

TireMaster Point of Sale

TireMaster Plus

TireMaster Corporate

When an order is delivered, you need to receive the items in TireMaster's PO System. Deliveries typically have a corresponding purchase order. Sometimes, however, you might need to receive items that were not put on a purchase order. In that scenario, you can create a receiving document.

Note: Your system control settings define whether you're allowed to create a receiving document without a corresponding purchase order. For more information, see Force PO System to Create New PO.

When you receive an order, TireMaster creates a receiving document that duplicates the items and quantities on the original PO. You can create a receiving document regardless of whether the order was delivered with a packing slip or a vendor invoice.

Note: When you do not have a purchase order for a shipment, you need to create a receiving document from scratch. For more information, see Create a Receiving Document.

To receive items on a purchase order

1. Select Inventory > PO & Receiving. The PO System opens.
2. Make sure the Purchase Orders tab is selected.
3. Select the status Ordered. TireMaster displays the purchase orders for items that have not been received.
4. Select the PO with the items you want to receive and click Receive. The Receiving Document screen opens.
Note: If a receiving document already exists for an order, TireMaster asks if you want to create another receiving document. Write down the RD number on the message and click No. Then click the Receiving Documents tab and select the receiving document that was referenced on the message.
5. Update the reference number and the shipping and contact information if needed.
6. Update the quantities, cost, and federal excise tax for the items if needed.
Note: If you’ve ordered items in bulk, such as valve stems, TireMaster can calculate the cost for each item. For more information, see Calculate an Item’s Per-Unit Cost.
Tip: To view the quantity and cost used for an item on the original purchase order, select the item and click Order Info.
7. If you want to receive items (from the selected vendor) that are on a different purchase order, click Add PO. Then select the purchase order that includes those items and click OK.
8. Enter shipping charges if needed, using one of the following methods:

If there is shipping charge for individual items, type the amount in the Freight column for each line item. The value entered here is included in the item’s cost when it posts to the general ledger.

If there is a shipping charge for the entire order, type the amount in the Freight field (lower-right corner of the screen). The value entered here posts to the general ledger’s freight account). You can select the freight vendor when you enter the vendor invoice.

9. Click Receive. The following message appears: Do you want to price this RD now?”
Note: Depending on your system control settings, you might be required to add a reference number if you haven’t already.
10. Do one of the following:

If you have an invoice from the vendor, click Yes to price the items. For further instructions, see Price Items on a Receiving Document.

If the shipment included a packing slip but no vendor invoice, click No. When the receiving document appears in the Report Window, print a copy of it. The items that you just received will not be added to the inventory until you price them.

When a vendor sends you an invoice, you can enter the prices (your cost) for the items on a receiving document. This process, referred to as pricing items, updates the last cost and next cost tracked by TireMaster. Items should be priced before you sell them.

In TireMaster Corporate, users at a store can price items for their store only, as long settings in System Controls allow it.

To price items on a receiving document

1. Select Inventory > PO & Receiving. The PO System opens.
2. Select the Receiving Documents tab.
3. Select the status Received (Un‑Priced). TireMaster displays the receiving documents with items that have not been priced.
4. Select the receiving document for the items you want to price and click Price. The Vendor Invoice screen appears.
5. Update the receiving date, default due date, discount date, discount amount, and reference number if needed.
Note: Discount terms are used only in TireMaster Plus and TireMaster Corporate. Depending on how the system controls are set, you might be required to add a reference number if you haven’t already.
6. If you need to update the prices (your cost) for any of the items, click Edit Prices. Then type the new amounts on the Vendor Invoice Price Editing screen. TireMaster automatically recalculates the extended prices along with the total and discount amount.
7. Define the payment method:

To pay with cash, type the amount of the cash payment in the Cash field. TireMaster recalculates the amount in the Charge field.

To charge the total amount of the vendor invoice, leave the amount in the Charge field alone and disregard any system-calculated discounts.

8. If you need to change the number of payments, select 1, 2, 3, 4, or select Define and type the number of payments.
9. If you entered a shipping charge when receiving the items, click and look up the freight vendor. For more information, see Vendor Searches.
Note: A vendor charge (for the amount entered when you received the order) posts to the freight vendor’s subledger and the freight account in the general ledger.
10. Click Complete.

One of the following happens:

If you must pay the entire amount at one time, the vendor invoice document (VID) appears in the Report Window.

If you'll make multiple payments, the Vendor Payment Schedule screen opens. Change the payment amounts and dates if needed and click OK.The vendor invoice document (VID) appears in the Report Window.

Note: The totals of the Payment Amt and Discount Amt columns must equal the payment and discount amounts on the vendor invoice document before the order can be priced.
11. Print the vendor invoice document (VID). TireMaster adds the VID to the Historical Vendor Invoices tab, and the receiving document's status color changes to gray (S column of the Receiving Documents tab) to indicate the items have been priced.

When the number of items delivered doesn’t match the number of items ordered, you can receive the portion of the order that was shipped and place the unreceived quantities on back order.

When you receive a partial order, you can receive the quantities that were delivered and place the remaining quantities on back order.

To put partial quantities on back order

1. Select Inventory > PO & Receiving. The PO System opens.
2. Select the Purchase Orders tab.
3. Select the status Ordered.
4. Select the purchase order with the back ordered items and click Receive. The Receiving Document screen opens.
5. For each item that you need to put on back order, enter the quantity that was actually received.
Tip: To see the quantity and cost used for an item on the original purchase order, select the item and click Order Info.
6. Click Receive. TireMaster prompts you to price the receiving document.
Note: Depending on how the system controls are set, you might be required to add a reference number if you haven’t already.
7. Do one of the following:

If you have an invoice from the vendor, click Yes. The Vendor Invoice screen opens, and you can price the items. For more information, see Price Items on a Receiving Document.

If you only have a packing slip, click No and print the receiving document. When TireMaster prompts you to cancel the remaining quantities, click No to back order (instead of canceling) the items.

8. Close the PO System screen.

When one of the items on a purchase order is not delivered, you can place all quantities of that item on back order.

To place all quantities of an item on back order

1. Select Inventory > PO & Receiving. The PO System opens.
2. Select the Purchase Orders tab.
3. Select the status Ordered.
4. Select a purchase order and click Receive. The Receiving Document screen appears.
5. Select the item you need to put on back order and click Delete. A confirmation message appears.
Tip: To view the quantity and cost used for an item on the original purchase order, select the item, and click Order Info.
6. Click Yes. TireMaster prompts you to cancel the item.
7. To place the item on back order (instead of canceling it), click No. The item is removed from the receiving document.
8. To receive the remaining items on the receiving document, click Receive. TireMaster prompts you to price the receiving document.
Note: Depending on how the system controls are set, you might be required to add a reference number if you haven’t already.
9. Do one of the following:

If you have an invoice from the vendor, click Yes. The Vendor Invoice screen opens, and you can price the items. For more information, see Price Items on a Receiving Document.

If you only have a packing slip, click No and print the receiving document. The receiving document is added to the Receiving Documents tab.

When a delivery is comprised of items you didn't order, you can skip the ordering stage and create a receiving document from scratch.

Note: Your system control settings define whether you're allowed to create a receiving document without a corresponding purchase order. For more information, see Force PO System to Create New PO .

To create a receiving document

1. Select Inventory > PO & Receiving. The PO System opens.
2. Select the Receiving Documents tab.
3. Click Add. TireMaster prompts you to search for a vendor.
4. Look up the vendor who sent you the shipment. The Receiving Document screen opens. For more information, see Vendor Searches.
Note: You can change the vendor for a receiving document until you complete the receiving.
5. If it's available, type the reference number for the delivery.
6. For each item delivered, click Add and search for the item or scan its bar code. For more information, see Inventory Searches or Enter Bar Codes on Purchase Orders and Receiving Documents .
7. For each item added to the receiving document, do the following:

Update the description (noninventoriable items)

Type the quantity.

Update the price (your cost)

Note: If you’re receiving items in bulk, such as valve stems, TireMaster can calculate the cost for each item. For more information, see Calculate an Item’s Per-Unit Cost.

Update the federal excise tax (FET)

Note: A system control setting defines whether the FETax column displays either the average cost of an item’s federal excise tax or the FET used the last time the item was received. For more information, see Use Next FET for POS/Receivings.
8. Complete the following shipping and handling information:
a. Under FOB, select Source if you will pay for freight or Destination if the vendor will pay for freight.
b. If it's available, type the contact person’s name.
9. Click Receive. TireMaster prompts you to price the receiving document.
Note: Depending on how the system controls are set, you might be required to add a reference number if you haven’t already.
10. Do one of the following:

If you have an invoice from the vendor click Yes. The Vendor Invoice screen appears, and you can price the items. For more information, see Price Items on a Receiving Document.

If you only have a packing slip, click No and print the receiving document. The receiving document is added to the Receiving Documents tab.

11. Close the PO System screen.

If you need to receive an item that isn’t in your inventory, you can add it to TireMaster and an open receiving document at the same time.

Note: You can also add items to TireMaster when creating a purchase order by following steps 2 through 9 of this process.

To add items while creating a receiving document

1. Create a receiving document for the vendor if one hasn’t already been created. For more information, see Receive Items on a Purchase Order or Create a Receiving Document.
2. Click Add Inventory. TireMaster prompts you to search for items.
3. Do one of the following:

Look up an item with settings similar to the item you need to add. For more information, see Inventory Searches.

Tip: Looking up a similar item saves time, because you can reuse many of its settings for the new item.

Click Cancel, and then click Add on the Inventory Maintenance screen.

4. Type the product code for the new item and click OK.
5. On the Inventory Maintenance screen, complete the settings for the new item. Then click OK. TireMaster prompts you to view and edit the prices for the new item. For more information, see Add an Inventory Item.
6. Click Yes. The Site Prices and Quantity screen opens.
7. Complete the price settings for the item. Then click OK. For more information, see Fixed Prices or Factor Based Price Calculations.
8. To exit the Inventory Maintenance screen, click the General tab. Then click Close. The new item is added to the receiving document.
9. Type the quantity for the new item.
10. Update items previously added to the receiving document, along with the shipping and handling information, if needed.
11. Receive the items and price the receiving document. For more information, see Receive Items on a Purchase Order and Price Items on a Receiving Document.

If a shipment was incorrectly received, you can reverse the receiving document for it as long as the items have not been priced.

Note: Negative receiving documents that have been created to return items to vendors can also be reversed as long as they haven’t been priced.

To reverse a receiving document

1. Select Inventory > PO & Receiving. The PO System opens.
2. Click the Receiving Documents tab.
3. To display receiving documents that haven’t been priced, select Received (Un-priced). The Rev. RD button appears in the upper-right corner of the screen.
4. Select the receiving document you want to reverse and click Rev. RD. A confirmation message appears.
Tip: If you cannot see the Rev. RD button, make sure (Received Un‑priced is selected.
Note: Receiving documents that include tracked items cannot be reversed. In this scenario, retrieve the receiving document and complete the vendor invoice (VID). Next, create a new receiving document, add the tracked item with a negative quantity, and enter its cost. If you need a corrected receiving for the tracked item, add it to the receiving document as well, with a positive quantity and cost. Then complete the vendor invoice document. If the tracked item uses the option cost method and has been sold to a customer, include the original invoice number in the receiving document’s reference number and item descriptions. This will help you identify the original sale invoice on the item tracking screen.
5. Click Yes.
Note: No vendor invoice documents are created for the original receiving or the reversal. To view the original and reversed receiving documents, click the Receiving Documents tab. Then select the status All. The reference number for the reversal includes the letters REV and the reference number for the original receiving.

If you want to research your purchase history, you can view all historical invoices on the Historical Vendor Invoices tab. You can search for invoices by vendor name, reference number, or document number.

To look up a historical vendor invoice

1. Select Inventory > PO & Receiving. The PO System opens.
2. Click the Historical Vendor Invoices tab.
3. To look up the document by vendor, do the following.
a. Click and look up the vendor. For more information, see Vendor Searches.
b. Select the vendor invoice that you want to view and click Print. The Report Window opens.
c. Print a copy of the vendor invoice document, if needed, and close the Report Window.
4. To look up a document by document number or reference number, do the following.
a. Click Find Doc.
b. Type the document number or a reference number when prompted for that information, and click OK.
c. Click Print. The Report Window opens.
d. Print a copy of the vendor invoice, if needed, and close the Report Window.
5. To display historical invoices for all vendors again, click Reset Vendor.